Email Project Management in Microsoft Outlook using QuickFile

By: Standss Contributor , Feb 27th, 2024

In the fast-paced world of work, staying organized and on top of your projects can feel like a constant battle. While dedicated project management software exists, email project management offers a unique approach for those comfortable using their familiar email platform.

But what exactly is email project management?

It’s essentially the process of utilizing your email inbox as the central hub for managing your projects.

Microsoft Outlook can be transformed into a powerful platform to organize, collaborate, and track your projects, streamlining your workflow and boosting your productivity.

This blogpost will show you how you can use an Outlook add-in- QuickFile, to assign emails to projects.

If you are an existing user of QuickFile you can follow the instructions below or you can download a 30-day free trial of QuickFile (no credit card needed).

Please Note: This feature is available in QuickFile Ultimate version.

How to Assign Emails to Projects

QuickFile enables you to allocate emails to specific Projects. This feature is particularly beneficial when you’re exporting or printing your emails for physical filing. The name of the project will be included in the email headers on the printed copy or the exported file.

Assign a Project

To assign an email to a project:

  1. Open the email.
  2. Go to the QuickFile ribbon and select an existing project from the ‘Project‘ drop-down.

You can also add a new project by typing in a new project name in the Project drop-down and press Enter.

Search for Emails in a Particular Project

Go to the Search Box in Outlook and type [Project]:ProjectName.

For Example, if my project name is “Project A”, I will type type [Project]:Project A as shown below (the square brackets and colon are important).

Outlook will automatically search the current folder for all matching emails.

Creating and Maintaining your Project List

To open the Project List:

  1. Click on the “Standss Outlook Addins” Tab
  2. From the “QuickFile” section > click “More” > “Project”

The following Project List screen will open:

You can add, edit or delete the project using the buttons available.

Note: When you delete a project name, your emails that you already assign to that project will not be deleted and will still contain the project name.


Image Credit:

Image by senivpetro on Freepik

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